Glenroy Festival is a community event held at Bridget Shortell Reserve, Glenroy on Sunday 3 May, 11am to 3pm.

Please complete your application to take part at Glenroy Festival below. 

Applications will close at midnight on Monday 2 March 2026. Incomplete or late applications may not be considered.

If you have any questions or issues while completing the form, please email festivals@merri-bek.vic.gov.au.

To learn more about Glenroy Festival, visit our webpage Glenroy Festival (merri-bek.vic.gov.au)

Successful applicants who do not have their own Public Liability Insurance Cover, may be eligible to receive cover under Merri-bek's City Council's Community Liability Cover. 

The following question supports Merri-bek City Council’s commitment to equity, access, and inclusion. You can read more about Council’s Human Rights priority groups here.

What are we looking for?

We are looking for a diverse, family-friendly mix of activities, performances, workshops, and food stalls that reflect Glenroy’s local community, culture, and creativity, with a strong focus on local participation and inclusive experiences for all ages.

All stallholders are required to operate under a marquee (unless contained within a food truck or trailer).

1. Site fees
   Site fees apply to all stalls, whether powered or unpowered. Site fees are waived for community stalls.
   
   

2. Hire fees
   Marquee and furniture hire packages are available for participants who are not bringing their own equipment.
   
   

3. BYO marquees
   

   All stallholders must include a securely weighted marquee for weather protection. If your own marquee is later found to be non-compliant, your stall may be disqualified from participating.
   
   

4. Power use on site is limited to Food and Beverage stalls operating from food trucks or vehicles. Other stall types are not permitted to use power on site due to safety requirements.
   

Food and Beverage Site Fees:

Powered Food & Beverage Site (3m x 3m Space) - $224.00 inc GST 

Unpowered Food & Beverage Site (3m x 3m Space) - $131.50 inc GST

Community Stall or Activation site fee - No charge

A Working with Children Check will be required for all stallholders, workshop facilitators and roving performers who have direct contact with children.

All stallholders are required to operate under a marquee (unless contained within a food truck). 

Marquee and furniture hire packages are available for participants to book for the event if you are not bringing your own. 

The hire costs of each package are inclusive of weights and set-up and pack-down. Invoices will be sent out prior to the event, and must be paid in full prior to the event.

* Individual marquee hire or weight hire is not available for this event.

Package 1: 

1 x 3x3m marquee (includes weights and setup)

1 x trestle table

2 x chairs 

Cost: $335.50 inc GST

Package 2:

1 x trestle table

2 x chairs 

Cost: $29.70 inc GST

Bringing your own marquee

All stallholders must ensure the following: 

• All stallholders must include a securely weighted marquee for weather protection (excluding self-contained food trucks or trailers). 

• Pegging into the ground is not permitted anywhere onsite. 

• Food stalls must have three walls, or two walls if using gas appliances. 

• Stallholders must only operate within their allocated space (e.g. 3x3m or 3x6m marquee or assigned food truck/trailer footprint). 

• Shared paths and areas outside your site must always remain clear and unobstructed. This includes A-frame signs, stock or equipment. 

• All electrical equipment must be tested and tagged by a suitably qualified person before being brought to the event. 

• All stalls will be inspected for safety before trading begins.  

• Stalls that do not meet requirements may not be permitted to operate.

If you elect to bring your own marquee, it must be weighted with appropriate weights. E.g. water weights, cast iron leg weights. No pegging is allowed on site. The minimum requirements are:

• 40 kg per leg for 3 x 3 m marquees

• 60 kg per leg for 3 x 6 m marquees

Power use on site is limited to Food and Beverage stalls operating from food trucks or vehicles.

Important safety requirements:

• All electrical equipment brought on-site must be tested and tagged by a qualified professional, and must comply with WorkSafe Victoria’s industry standards.

• Power cables must comply with WorkSafe Victoria’s industry standards. Cables must be safely hung overhead or run inside a cable tray. PSOAs (Portable Socket Outlet Assemblies) must be used.

Use of stallholder-owned generators

Food trucks and caravans may use generators that are built into or attached to their vehicles.

Food and Beverage stalls must estimate their power requirements in the application so power supply can be planned and managed effectively.

Stallholders operating from marquees are not permitted to bring or use their own generators. Power for marquee-based stalls will be supplied by the event to ensure safe, reliable, and low-noise operation across the site.

• Merri-bek City Council reserves the right to refuse incomplete applications.

• The submission of this application does not guarantee inclusion in the Glenroy Festival program. Festivals Merri-bek will have the final decision on the program.

• All successful applicants are required to complete an online induction before the event.

• All successful applicants are required to have appropriate and current insurances.

• Merri-bek City Council maintains high levels of site occupational health and safety. It is the responsibility of the participant or stallholder to undertake their activity in a safe manner and to put in place any regulatory requirements to achieve this.

• Allocation of stall sites will be at the sole discretion of Merri-bek City Council and no guarantee of site location can be made.

• All fees must be paid in full before the event date.

• All electrical items including electrical leads must have a current inspection tag that is within 12 months of the event date.

• Stallholders must remain on site for the duration of the event. There is no early pack up at this event.

Serving up sustainability: unbleached serviettes, reusables, and plastic-free choices 

All Merri-bek events t follows Merri-bek City Council’s Plastic Wise Policy, which supports the use of sustainable, low-impact materials. Stallholders are expected to minimise waste and choose reusable, recyclable or compostable alternatives where possible. 

You can read more and download the full Plastic Wise Policy via the Merri-bek City Council website.

The following items are NOT allowed at the event: 

• Balloons 

• Single-use plastic including bags, bottles (e.g., water, soft drinks), cups, plates, bowls, straws, cutlery, and take-away containers 

• Non-recyclable packaging 

• Compostable plastic cups, plates, bowls, straws, cutlery, and take-away containers 

• Avoidable plastic packaging like cling wrap, plastic bags, or similar 

Preferred materials include: 

• Reusable or recyclable containers 

• Unbleached paper serviettes 

• Fabric or compostable banners and signage 

• Washable cups, plates and cutlery 

Please use reusable event materials like promotional banners and flags whenever possible. 

Exemptions can be obtained for coffee and ice cream traders where non-single use cups are unavailable. Please indicate in your Expression of Interest if you wish to apply for an exemption.

Merri-bek City Council has a privacy policy in relation to the collection and use of your personal information.

Information requested on this form is collected for the purpose of Council’s event administration. The personal information will be used solely by Merri-bek City Council for that primary purpose, and will not be disclosed to any other party except as required by law.

If you would like to request access to any of the information collected on this form, you may contact our office. 

By submitting your application, you confirm that:

• You acknowledge the collection and use of your personal information as outlined above.

• You have read and understand this document and agree to its terms.

• The information you have provided is true and correct in every detail at the time of completion.